Explanation
Background:
This ordinance authorizes the Finance and Management Director to modify and extend an existing contract with AssetWorks, Inc. for the purchase of additional locater devices and hardware for use in the Global Positioning Satellite (GPS)/Telematics system currently utilized by the Fleet Management Division. These devices will be installed on all new purchases of on-road City vehicles (except Public Utilities which already has a GPS monitoring system in place and certain Public Safety vehicles). This system provides location information as well as various types of vehicle repair information which is sent directly to the current Fleet Management work order system (Fleet Focus) through an internet-based application. This allows users to locate vehicles quickly and increase efficiency, improve employee safety, better control maintenance, and provides operations managers throughout the City with tools to analyze vehicle operating costs.
This ordinance also requests to waive the competitive bidding provisions of Columbus City Codes. Ordinance 1223-2012 authorized the original purchase of GPS hardware from formal bid SA004040, which was formally advertised, and six (6) companies submitted proposals, resulting in AssetWorks as the lowest and most responsive bid. Since that time, that equipment has been installed on City vehicles, and it would be impractical and inefficient to install future equipment on City vehicles that would be incompatible with the Assetworks software platform.
FISCAL IMPACT: There is $140,106.29 budgeted and available within the Fleet Management Capital Fund 513 for these expenditures.
Emergency action is requested as there is an immediate need to purchase additional GPS equipment for new on-road City vehicles which will allow those vehicles to be quickly located and increase the efficiencies of such vehicles and improve employee safety.
Title
To authorize the Finance and Management Director to modify and extend an existing contract with AssetWorks, Inc. for the purchase of additional GPS tracking and vehicle monitoring system equipment; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of $140,106.29 from the Fleet Management Capital Fund; and to declare an emergency. ($140,106.29)
Body
WHEREAS, a contract was established through the formal competitive bid process from SA004040 for the initial purchase; and
WHEREAS, it is necessary to continue implementing a global positioning system which will locate heavy and light duty vehicles, increase efficiencies, improve employee safety, and save on maintenance and fuel costs ; and
WHEREAS, increased efficiencies will be realized with the reduction of fuel usage and the ability to monitor engine error-fault codes as they occur; and
WHEREAS, it is necessary to waive competitive bidding provisions of City Code Chapter 329 so that equipment can be purchased from AssetWorks, Inc. in accordance with manufacturer specifications so as to deploy the program more quickly and at less cost to the City; and
WHEREAS, an emergency exists in the usual daily operations of Fleet Management that it is immediately necessary to install GPS equipment on new City equipment in order to support daily operations, including the servicing of the fleet of the Police, Fire and Refuse Collection divisions, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify and extend an existing contract with AssetWorks, Inc. for a vehicle tracking system for the Fleet Management Division.
SECTION 2. That the sum of $140,106.29 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA code 513004
Project 550004-100000
Object Level One 06
Object Level Three 6651
Amount $140,106.29
SECTION 4. That the monies in the foregoing Sections 2 shall be paid upon order of the Director of the Finance and Management Department, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 5. That the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves not vetoes the same.